Senior Executive Assistant

This position reports to UNICEF Tunisia Country Representative with responsibility for the management and coordination of work for a broad segment of the country office (i.e. programme, planning, operations, communication etc). The role of this post is to provide administrative and secretarial support services to the country representative and to the deputy representative. The Sr. Executive Assistant is responsible to ensure the smooth running of the office of the country representative. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the country office. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

Senior Executive Assistant, Office of the country representative - TA, 364 days, Tunis, Tunisia

 

Post n° :

Type of post : Temporary Appointment (364 days)

Duration: 364 Days

Grade : GS6

Place : Tunis, Tunisia

Category : Senior Executive Assistant, office of the country representative

 

• Background :

 

 

This position reports to UNICEF Tunisia Country Representative with responsibility for the management and coordination of work for a broad segment of the country office (i.e. programme, planning, operations, communication etc). The role of this post is to provide administrative and secretarial support services to the country representative and to the deputy representative.

 

• Objective :

 

 

The Sr. Executive Assistant is responsible to ensure the smooth running of the office of the country representative. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the country office. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

 

KEY END-RESULTS Organizational Context

1. Administrative, executive assistance and secretarial support services provided to Country Representative to facilitate smooth running of the Office and effective processing of information and data.
2. Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.
3. Knowledgeable delivery of quality services contributing to achievement of work objectives. 
4. Well managed and effective office operations, systems and procedures facilitates team work and the work of the office. Within the delegated authority and the given organizational set-up, the incumbent may be accountable for all or assigned areas of the following major duties and end results.

 

1. KEY ACCOUNTABILITIES and DUTIES & TASKS

 

Within the delegated authority and the given organizational set-up, the incumbent may be accountable for all or assigned areas of the following major duties and end results.

• Administrative, executive assistance and secretarial support services to the Country Representative to facilitate smooth running of the Office and effective processing of information and data.

 

• Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor's attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.

 

• Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.

 

• Arranges appointments and maintains supervisor's calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.

 

• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents: receives screens and registers correspondence and documents.

 

• Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.

 

• Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.

 

• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.

 

• Establishes and maintains a records management system containing reference materials and confidential records as required.

 

• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine

         questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

 

• Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

 

 

• Prepares correspondence for the supervisor's signature, and may make informal translations into another official languages as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor's approval.

• Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor.      
• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor's reference. Reviews these documents for appropriate format and style, in accordance with standard practices..

• Selects and makes pertinent abstracts and undertake searches for information as directed.

• Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.

 

• May supervise clerical and support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
• Works closely with team colleagues and provides support in achievement of work priorities and objectives.
• Establishes follow-up system of actions taken and reports to the supervisor.
• Undertakes any other duties assigned by the supervisor.

 

POSITION GRADE FACTORS [1]

The post will cover a variety of tasks linked to a specific work plan. While detailed instructions will be given to the incumbent, the volume and variety of work require the incumbent to check own work and to take initiative in identifying potentially problematic situations and discussing with supervisor.

     Key work relationships are within and outside the country office.

 

Inside the country office

Broad range of contacts at all levels throughout the country office, with regard to coordination of work, follow-up matters, meeting arrangements, dissemination of information and sharing.

 

Outside the country office

Senior managers from the regional and head Quarters, government institutions; external organizations, embassisies and agencies - for the purpose of meeting coordination and arrangements, exchange of information, and requests for materials.

 

Independence

The post works independently within broad guidelines and is proactive in accomplishing tasks amid competing priorities and deadlines. Familiar with organizational systems and structure, and is resourceful and motivated in gauging appropriate course of action in order to meet objectives.

 

QUALIFICATION and COMPETENCIES

• Education

 

Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines.

Must pass the UN clerical test in English and French.

 

• Work Experience

 

 

   6   years of experience in administration, executive office management .Knowledge and skills in using corporate executive systems as well as standard office computer applications. Previous experience in international organisations especially United Nations or and Bretton Woods Institutions or embassies an asset

 IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.

Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints

 

• Language Proficiency [       ]

 

Fluency in French, in English and in Arabic is required.

Competency Profile

i) Core Values

• Commitment    
• Diversity and Inclusion    
• Integrityii)

 

• Core Competencies

• Communication [ II ] • Working with People [ II ] • Drive for Results [ II ]

 

• Functional Competencies

 

•  Applying Technical Expertise [ II]
• Planning and Organizing [ II]
•  Following Instructions and Procedures [ II]
•  Analyzing  [ II]

 

• Technical Knowledge[2]

 

1. Specific Technical Knowledge
2. Strong sense of innovation and creativity   

* The selected candidate will have to join UNICEF Tunisia Country office within 31 days from the date of reception of the offer.

 

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religion and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. Only short-listed applicants will be contacted.